Facilities, Operations, and Maintenance Administrative Assistant
Full Time
Position Title: Facilities, Operations, and Maintenance Administrative Assistant
Department: Facilities Planning, Plant Operations & Maintenance (FPO)
Division: Facilities Planning, Plant Operations & Maintenance (FPO)
Employee Status: Full-time
Type: Support Staff Association (SSA Union)
Grade: 10 ($20.00-$23.00 hourly)
FLSA: Non-exempt Reporting Relationships
Reports to: Executive Director, Facilities Planning, Plant Operations and Maintenance.
Supervision Exercised: Supervision may be exercised over student workers.
Job Summary
Provide assistance to the Facilities & Operations Department and the Executive Director Facilities Planning, Plant Operations & Maintenance. Must exercise advanced reasoning and mature critical and analytical thinking skills. Model excellent customer service to students, faculty, administration, staff and others through all methods of contact.
Essential Duties and Responsibilities include the following:
Technical Duties and Responsibilities:
Clerical Duties and Responsibilities:
Compliance Duties and Responsibilities:
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Minimum Qualifications
Department: Facilities Planning, Plant Operations & Maintenance (FPO)
Division: Facilities Planning, Plant Operations & Maintenance (FPO)
Employee Status: Full-time
Type: Support Staff Association (SSA Union)
Grade: 10 ($20.00-$23.00 hourly)
FLSA: Non-exempt Reporting Relationships
Reports to: Executive Director, Facilities Planning, Plant Operations and Maintenance.
Supervision Exercised: Supervision may be exercised over student workers.
Job Summary
Provide assistance to the Facilities & Operations Department and the Executive Director Facilities Planning, Plant Operations & Maintenance. Must exercise advanced reasoning and mature critical and analytical thinking skills. Model excellent customer service to students, faculty, administration, staff and others through all methods of contact.
Essential Duties and Responsibilities include the following:
Technical Duties and Responsibilities:
- Assist the Executive Director and Managers in development of departmental standard operating procedures for HVAC, Buildings, Grounds, Fleet & Events and maintain as established.
- Assist in the annual assessment of the department, buildings and operations, performs and maintains condition surveys and life cycle cost data.
- Prepare, modify and produce blueprints/drawings/diagrams/layouts in AutoCAD.
- Maintain the college physical facilities manual in AutoCAD and communicate with police for emergency response.
- Assist with maintaining the underground utilities in WINGIS & AutoCAD drawings.
- Maintain RVC AutoCAD files and construction project files related to construction and remodeling.
Clerical Duties and Responsibilities:
- Provide administrative support to Executive Director.
- Assist with administration of department budgets and financial transactions.
- Regularly monitors Facilities Department account fund balances and provides updates to supervisor upon request and process account fund transfers as authorized by supervisor.
- Assist Executive Director in preparing reports for Administration and the Board of Trustees.
- Assist with implementation of new work order & inventory system and manage day-to-day data and reporting.
- Assist and coordinate insurance claims on property/equipment damage.
- Provide research on information as directed.
- Assist with updating the Facilities Department directory and web page.
- Handle confidential matters, including conversations, documents, and correspondence regarding facilities planning, wages, personnel, management conversations as necessary.
- Make travel and meeting arrangements as necessary.
- Coordinate supervisor’s schedule and make appointments.
- Using tact and courtesy, the ability to establish and maintain effective relationships with persons contacted in the course of work.
Compliance Duties and Responsibilities:
- Prepare professional reports and financial data using a variety of software programs.
- Maintain accurate knowledge of department/college resources in order to respond to the questions of both internal and external constituents.
- Maintain Facilities Planning & Maintenance department files for ICCB (Illinois Community College Board) and prepare reports submissions regarding facilities and construction.
- Assist with the annual assessment of the department, buildings and operations, performs and maintains condition surveys and life cycle cost data.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Minimum Qualifications
- Associates degree required.
- Experience in AutoCAD is desirable or ability to obtain a certificate of training within the first 12 months of employment will be required.
- Excellent written and oral communication skills and the ability to handle multiple projects daily.
- Reasonable skills in Microsoft Office Suite required.
- Ability to demonstrate independent judgment.
- AutoCAD certificate.
- Experience using independent judgement within the Facilities, Planning, Plant Operations, and Maintance role.
